Amendments to programmes in between full Periodic Review

All academic programmes are required to undergo periodic review/revalidation no longer than every six years. However, revisions to programmes are often required in between these events due to professional body accreditation, discipline advancement, staffing changes, etc. Some revisions to programmes require more detailed consideration than others, with some requiring a full periodic review and others requiring approval only at programme level. The purpose of this guidance note is to define the process for approving these revisions, based on the scale of revision required.

The Associate Dean of School (Academic Quality Assurance) shall establish the scale of the revision proposed by the programme team and is therefore responsible for identifying the appropriate approval process (see Processes for approving the revisions below). In doing so, the Associate Dean of School (AQA) should ensure that the approval process employed does not act as a barrier to the implementation of innovative developments. Due consideration needs to be given to the University’s Consumer Protection Law guidance to ensure there is compliance with the Competition and Markets Authority (CMA) published advice to Higher Education providers.

Definition of the scale of a revision

a. Major revisions

Change to programme aims, or over 20% cumulative change to programme learning outcomes since the last validation/periodic review;
Addition of a Distance Learning study mode.

b. Substantial revisions

Up to 20% change to programme learning outcomes;
Change to programme/award title only;
Addition of a new study mode only (FT, SW, PT).

c. Minor revisions

Syllabus updating on Definite Module Documents (DMDs), minor re-ordering of the curriculum (but not between levels);
Minor changes to Programme Specification.

d. Additional intakes

The addition of an intake to an existing programme (e.g. a semester B intake for a programme with a semester A intake only).

Process for approving the revisions

Consumer protection law clearly states that where modifications to programmes or modules are made, there is a requirement to consult with the student body and in some cases to gain either majority or unanimous student consensus and consent related to the proposed modification(s). Schools should aim where at all possible, to inform students about any proposed changes in a timely manner before they become effective as under consumer law a student is able to terminate their obligations where they can prove they will be adversely affected by the change. Therefore, early consultation will ensure transparency of information to the student body and allow students to assess the impact of the changes and to ask any questions they might have.

a. Major revisions

Full review/revalidation, as specified in UPR AS17 Section B1;
A statement needs to be added to the course web pages advising that the programme is undergoing revalidation or review and that more detailed information will follow, after the successful event. Marketing and Communications will need to be advised as they will add the statement to the website;
If the amendments affect current students, then student consent must be obtained. Staff are advised to contact the Assistant Registrar (Academic Services) where there is ambiguity as to whether student consent is required. A copy of all communications to students and any evidence of associated student consent must be lodged with the Assistant Registrar (Academic Services) to record centrally;
Changes must be communicated in a timely manner to all prospective students who have accepted an offer.

b. Substantial revisions

Programme team prepare a rationale for revision, including resource implications;
ADC approval (for change of programme/award title only);
Programme Committee approval;
Programme External and relevant Module External(s) approval;
If the amendments affect current students, then student consent must be obtained. Staff are advised to contact the Assistant Registrar (Academic Services) where there is ambiguity as to whether student consent is required. A copy of all communications to students and any evidence of associated student consent must be lodged with the Assistant Registrar (Academic Services) to record centrally;
SAC approval (or approval through sub-group or chair’s action), by existing University deadlines;
Revised Programme Documentation (Programme Specification + DMDs) to Academic Services.

c. Minor revisions

Programme Committee approval;
Programme External and relevant Module External(s) informed, and invited to comment (unless the amendment is a minor, non-academic revision);
Students should be notified well in advance of any significant planned changes that will affect the future years of their course. Evidence of consultation with current students who will be affected by changes is required for all programme and module modifications however student consent is not required. A copy of all communications to students must be lodged with the Assistant Registrar (Academic Services) to record centrally;
Noted at SAC, by existing University deadlines;
Revised Programme Documentation (Programme Specification + DMDs) to Academic Services.